Novell®
Novell Vibe Add-In 1.0.1
July 2013
Quick Start
The Novell Vibe Add-in for Microsoft Office enables you to work with documents on the Vibe site without leaving Microsoft
Office. You can easily browse to a document that is located on the Vibe site, open the document, edit it, then save it back to
the Vibe site, directly from Microsoft Office.
You can work directly from Microsoft Word, Excel, or PowerPoint documents running in a Windows environment.
Getting Started
“System Requirements” on page 1
“Installing the Vibe Add-In” on page 1
“Setting Up the Integration” on page 2
S
YSTEM REQUIREMENTS
To use the Vibe Add-in, ensure that your software meets
the following prerequisites:
Windows XP, Vista, 7, or 8
The Vibe Add-in is not currently available for Mac
Microsoft Office 2007, 2010, or 2013 (Word, Excel,
and PowerPoint documents are supported)
When using Office 2013, you should run the Vibe add-
in version 1.0.1 or later to ensure that all features
specific to Office 2013 are available to you.
Novell Vibe 3.3 or later configured with HTTPS
I
NSTALLING THE VIBE ADD-IN
1 On your personal workstation, download the Vibe Add-
in from the Novell Downloads Web site (http://
download.novell.com/
SummaryFree.jsp?buildid=oIDDZWy3JOc~).
2 Run the
VibeAddinSetup.exe
file to install the Vibe
Add-in and run the installation wizard.
3 Click Next.
4 Accept the license agreement, then click Next.
5 Browse to the location where you want to install the
Vibe Add-in, or accept the default location, then click
Next.
6 Click Install to begin the installation.
7 After the installation is complete, click Finish.
8 Continue with “Setting Up the Integration” on page 2.
2
S
ETTING UP THE INTEGRATION
After you download and install the Vibe Add-in as described
in “Installing the Vibe Add-In” on page 1, you need to point
the Vibe Add-in to a Vibe system as a repository.
You can configure the Vibe Add-in to connect to multiple
Vibe sites. Simply repeat the process described in this
section to configure multiple accounts.
1 In Microsoft Office, click the Vibe tab, then click
Accounts.
The Accounts dialog box is displayed.
2 Click Add, then specify the following information:
URL: Specify the URL of your Vibe site. For example,
https://vibesite.com:8443
Username: Specify your Vibe username.
Password: Specify your Vibe password.
Use system proxy configuration: Select this option
if you are accessing the Vibe site through a proxy
server.
If selected, the Vibe Add-in uses the proxy settings
defined in the Internet Options dialog box (accessed
either through the Windows Control Panel or through
Internet Explorer).
Contact your Vibe administrator if you are unsure
whether you are accessing the Vibe site through a
proxy server.
3 Click OK.
It might take a few seconds to validate your
information. If the Vibe server you are connecting to
does not have a valid certificate, you are prompted to
accept it.
Creating a New Document
You can create a new document in Microsoft Office and
save it directly to the Vibe site.
1 In Microsoft Office, create a new document.
2 Continue saving the document as described in “Saving
a Document to the Vibe Site” on page 5.
Opening a Document
You can open a Vibe document by browsing to it directly
from Microsoft Office, or you can open a Vibe document
from the Vibe site, and configure the Vibe site to always
launch the document in Microsoft Office.
“Opening a Vibe Document from Microsoft Office” on
page 2
“Opening a Vibe Document from the Vibe Site” on
page 3
O
PENING A VIBE DOCUMENT FROM MICROSOFT OFFICE
“Opening a Document You Recently Opened” on
page 2
“Opening a Document You Have Not Recently
Opened” on page 2
Opening a Document You Recently Opened
1 Click the Vibe tab, then click the arrow beneath the
Open icon to display a list of recently opened
documents.
2 Click the document that you want to open.
In Microsoft Office 2013, you can open recent documents
also from the Backstage view:
1 Click Open Other Documents from the Backstage
view.
The Open dialog box is displayed.
2 Click Vibe in the left-hand column.
Recent documents are displayed in the Recent
Documents column.
3 Double-click the document that you want to open.
Opening a Document You Have Not Recently Opened
1 In Microsoft Office, click the Vibe tab, then click Open.
You see your personal workspace, your favorite
places, and your teams.
2 (Conditional) If you are using Microsoft Office 2013,
you can open documents also from the Backstage
view:
2a Click Open Other Documents from the Backstage
view.
The Open dialog box is displayed.
2b Click Vibe in the left-hand column.
Recent documents are displayed in the Recent
Documents column.
2c In the Vibe column, double-click Open.
3 (Conditional) If you have configured multiple Vibe
sites, click the drop-down in the upper left corner of the
dialog box to select the site that contains the document
that you want to open.
4 Navigate to the document that you want to open by
using one of the following methods:
Expand the appropriate workspaces, then select
the workspace or folder that contains the
document that you want to open.
When you select a workspace, all documents that
are contained in any sub-folder or sub-workspace
in the workspace hierarchy are displayed.
3
In the Search field, specify the name of the
document that you want to locate on the Vibe site,
then press Enter.
This searches entries as well as documents in all
workspaces and folders where you have rights to
view entries. It does not search for folder names.
Select the folder in the Recent Places section if
you are opening a Vibe document that you have
recently opened or saved from Microsoft Office.
5 Select the document, then click Open.
O
PENING A VIBE DOCUMENT FROM THE VIBE SITE
You can open a Vibe document in Microsoft Office directly
from the Vibe site:
1 Navigate to and open the entry that contains the file
that you want to edit.
2 (Conditional) If the file that you want to edit is an
attachment, click the Attachments tab.
Only Files folders can contain files that are not
attachments.
3 Next to the file that you want to edit, click Edit This
File.
The file is launched in Microsoft Office.
Editing an Existing Vibe Document
You can use Microsoft Office to directly edit documents that
are located in your personal workspace, one of your team
workspaces, or one of your favorite places on the Vibe site.
Users can open the same document, edit it, and merge
changes in near real time.
“Editing Vibe Documents” on page 3
“Co-Editing a Vibe Document” on page 3
“Editing a Read-Only Document” on page 4
“Editing a Document After Losing Connection to the
Vibe Site” on page 4
E
DITING VIBE DOCUMENTS
1 Open the document as described in “Opening a
Document” on page 2.
2 Make the desired changes to the document.
3 Click Save.
A new version of this document is created in Vibe.
For information about how to save the document to a
location on the Vibe site that is different from the
location where the document currently resides, see
“Saving a Document to the Vibe Site” on page 5.
C
O-EDITING A VIBE DOCUMENT
Before you can co-edit documents as described in this
section, the Vibe administrator must enable document co-
editing, as described in “Enabling Users to Edit Vibe
Documents with Microsoft Office” in the Novell Vibe 3.4
Administration Guide.
To co-edit a document, multiple people open the same
document and edit it simultaneously. If you want to restrict
others from editing a document at the same time as you,
you can lock the document, as described in “Locking a
Document” on page 5.
To co-edit a Vibe document with the Vibe Add-in:
1 Open the same Vibe document that other collaborators
have opened, then make your changes.
For information on how to open a Vibe document in
Microsoft Office directly from Microsoft Office or from
the Vibe site, see “Opening a Document” on page 2.
2 Click Save.
If the changes you made conflict with the changes of a
collaborator, you are prompted to choose one of the
following actions:
Merge: Combines your edits with the edits from
your collaborators.
This feature is supported in Word (2007 and
2010) and PowerPoint 2010 by default. It is not
supported in any version of Excel or in
PowerPoint 2007.
Merge and Review: Combines your edits with
the edits from your collaborators and highlights
any changes that have been made.
This feature is supported in Word (2007 and
2010) and PowerPoint 2010 by default. It is not
supported in any version of Excel or in
PowerPoint 2007.
Cancel: Temporarily hides the prompt to merge
your changes so that you can continue making
edits and combine them with edits from your
collaborators later.
Click More Options to reveal additional options:
Update: Discards your changes and opens the
collaborator’s version of the document.
Overwrite: Overwrites the collaborator’s version
of the document with the version that you are now
creating.
Collaborators who are also working on the document
see a notification informing them that changes have
been made to the document. Collaborators can then
choose an action from the same options, which are
Merge Changes, Merge and Review, Cancel, Update,
and Overwrite.
4
E
DITING A READ-ONLY DOCUMENT
When you open a document, it appears as Read-Only if it is
locked by another user or if you don’t have rights to modify
the document. You can still edit the document. However,
when you save the document by pressing Ctrl+S or by
clicking Save in Office, you are prompted to save a copy of
the document to your local file system.
To save the document back to the Vibe site:
1 In Microsoft Office, click the Vibe tab, click Save or
Save As, then choose a location to save the document
on the Vibe site where you have rights to create a file.
E
DITING A DOCUMENT AFTER LOSING CONNECTION TO
THE VIBE SITE
If you lose your connection to the Vibe site while editing a
Vibe document in Microsoft Office, the Vibe Add-in for
Microsoft Office saves your document. You can continue
editing the document offline, then re-save the document to
Vibe after you reestablish a connection to the Vibe site.
“Losing Your Connection to the Vibe Site” on page 4
“Opening a Document after You Lose Your Connection
to the Vibe Site” on page 4
“Saving Documents to Vibe after You Regain Your
Connection to the Vibe Site” on page 4
Losing Your Connection to the Vibe Site
You might lose your connection to the Vibe site if the Vibe
server is unavailable, or if you lose your Internet
connection.
If you lose your connection to the Vibe site while you are
editing a Vibe document and then try to save the document
to Vibe site, the following items indicate that you are
working offline:
is displayed next to the document name in the
Dashboard.
The Pending button is displayed on the ribbon in the
Vibe tab. Clicking this button displays the documents
that are waiting to be uploaded to the Vibe site.
A numeral indicating the number of documents waiting
to be uploaded to the Vibe site is displayed on the Vibe
tab.
You can continue editing documents after you lose the
connection to your Vibe site, then save them after you
regain your connection, as described in “Saving Documents
to Vibe after You Regain Your Connection to the Vibe Site”
on page 4. If you close the document, you can open it
again, as described in “Opening a Document after You Lose
Your Connection to the Vibe Site” on page 4.
Opening a Document after You Lose Your Connection to
the Vibe Site
If you lose your connection to the Vibe site while editing a
Vibe document in Microsoft Office, you can close the
document, then re-open the document and continue editing
it.
1 In Microsoft Office, click the Vibe tab, click Pending,
then click the file that you want to open.
or
In Microsoft Office, click the Vibe tab, click the arrow
beneath the open icon to display a list of recently
opened documents, then click the file that you want to
open.
In Microsoft Office 2013, you can open pending documents
also from the Backstage view:
1 Click Open Other Documents from the Backstage
view.
The Open dialog box is displayed.
2 Click Vibe in the left-hand column.
Pending documents are displayed in the Vibe column.
3 Double-click the document that you want to open.
After you regain your connection to the Vibe site, you can
save the document as described in “Saving Documents to
Vibe after You Regain Your Connection to the Vibe Site” on
page 4.
Saving Documents to Vibe after You Regain Your
Connection to the Vibe Site
After you regain your connection to Vibe, you can save the
documents to Vibe. If you were working on multiple
documents when you lost your connection to Vibe, you can
view all the documents that you were working on, then
decide whether you want to save the documents to Vibe or
delete them.
1 If the document you were editing is still open in
Microsoft Office, simply click Save to save the
document to the Vibe site.
or
If the document you were editing is no longer open,
click the Vibe tab in Microsoft Office, then click
Pending > Manage.
The Manage Pending Uploads dialog box is displayed.
5
2 Select the document that you want to manage, then
click one of the following options:
View File: Opens the Upload folder where the
document is located on your local file system. You
can then open the document to view its contents.
Upload: Uploads the document to the Vibe site. If
there were other changes made to the document
since you last uploaded it to the Vibe site, you are
prompted with the options discussed in “Co-
Editing a Vibe Document” on page 3.
Delete: Deletes the document from your local file
system. The document is not uploaded to the Vibe
site.
Locking a Document
You can lock a document while you are editing it to prevent
others from editing it at the same time. If you do not lock the
document, you might be co-editing the document, as
described in “Co-Editing a Vibe Document” on page 3.
1 With the document open in Microsoft Office, click the
Vibe tab, then click Lock.
A Lock icon is displayed next to the document
name in the Dashboard, indicating that the document
cannot be edited by other users.
To see which user is locking the document:
1 Mouse over the Lock icon next to the document
name in the Dashboard.
Saving a Document to the Vibe Site
After you create a document in Microsoft Office, you can
save the document directly to your personal workspace,
one of your team workspaces, or one of your favorite
places on the Vibe site.
1 With the document open in Microsoft Office, click the
Vibe tab, then click Save As.
2 Specify a name for the file, then use the drop-down list
to select the type of extension that you want to use for
the file, such as
.docx
.
3 (Conditional) If you have configured multiple Vibe
sites, click the drop-down list in the lower right corner
of the dialog box to select the site that you want to
save the file to.
4 To save the file to a Files folder, click the Location
drop-down list, then click the Files folder in your
personal workspace, team workspaces, or favorites
where you want to save the file.
or
To save the file to any type of folder, click the Location
drop-down list, then click Browse to browse to the
folder in your personal workspace, team workspace, or
favorites where you want to save the file.
When files are saved to folders other than Files
folders, the files are created as entry attachments.
You can save a document only in workspaces and
folders where you have rights to create a Vibe entry. If
you do not have rights in a folder to save a document,
the workspace or folder is not displayed in the Vibe
folder structure.
5 (Optional) Click Show additional properties to specify a
title or description for the document.
6 Click Save.
The document is added to the folder as a folder entry.
For more information about how to work with folder
entries when you access Vibe from your browser, see
“Working with Folder Entries” in the Novell Vibe 3.4
User Guide.
If a document with the same name already exists in the
folder, select from the following options:
Save As New Version: Saves the document as a
new version of the existing document.
Overwrite: Overwrites the existing document with
the document you are saving.
Rename: Allows you to rename the document or
save the document to a new location.
Viewing Information about a Document
Vibe documents reside in entries that contain additional
information about the document, such as who created the
document, who last edited it, a document description,
comments, and more. You can view this information within
Microsoft Office.
1 With the document open in Microsoft Office, click the
Vibe tab, then click the Dashboard button if the
dashboard is not already displayed on the right side of
the page.
6
2 View the following information about the document:
Title: Title of the document.
Click the document title to launch a browser and
display the entry that contains the document in Vibe.
Version: Version of the document.
Click the version number to see a list of versions and
perform various actions on the versions, as described
in “Working with Previous Versions of a Document” on
page 7.
Location: Location of the document on the Vibe site.
Click the location to launch the Open Document dialog
box, as described in “Viewing Other Files in the Same
Vibe Folder” on page 8.
Description: Description of the document.
Mouse over the description and click the Edit icon
to edit the description in an HTML editor.
Created By: User who created the document.
Click the user’s name to display details about the user.
Click More Details to launch a browser and view the
user’s profile information in Vibe.
Last Edited By: User who most recently edited the
document.
Click the user’s name to display details about the user.
Click More Details to launch a browser and view the
user’s profile information in Vibe.
Average Rating: Average number of stars the
document has received. This is based on a five-star
rating system.
Click a star to provide a rating, as described in “Rating
a Document” on page 6.
Tags: Tags that are assigned to the document.
Click Add Tag to add a tag, as described in “Tagging a
Document” on page 6.
Comments: Comments that have been made on the
document.
Click in the Write a comment field to provide a
comment, as described in “Commenting on a
Document” on page 7.
Rating a Document
You can use Microsoft Office to rate a document that is on
the Vibe site in your personal workspace, team
workspaces, or favorite places.
1 With the document open in Microsoft Office, click the
Vibe tab, then click the Dashboard button if the
dashboard is not already displayed on the right side of
the page.
2 Click the star that represents your evaluation.
For example, to give an entry a rating of three stars,
click the third star from the left.
For information about how to rate a document in the regular
Vibe interface, see “Rating a Folder Entry” in the Novell
Vibe 3.4 User Guide.
Tagging a Document
You can use Microsoft Office to tag a document that is on
the Vibe site in your personal workspace, team
workspaces, or favorite places.
1 With the document open in Microsoft Office, click the
Vibe tab, then click the Dashboard button if the
dashboard is not already displayed on the right side of
the page.
2 Click Add Tag.
3 Select Personal or Global, depending on whether you
want to create a personal or global tag.
For more information about personal and global tags,
see “Choosing Between Personal Tags and Global
Tags” in the Novell Vibe 3.4 User Guide.
4 Specify the name of the tag that you want to add, then
click Add.
For general information about using tags in Vibe, see
“Using Tags” in the Novell Vibe 3.4 User Guide.
7
Providing a Description for a Document
You can provide a description from Microsoft Office for a
document that is on the Vibe site in your personal
workspace, team workspaces, or favorite places.
1 With the document open in Microsoft Office, click the
Vibe tab, then click the Dashboard button if the
dashboard is not already displayed on the right side of
the page.
2 Click Add a description.
3 Specify the description for the document, then click
OK.
To edit an existing description:
1 Mouse over the description in the Dashboard, then
click the Edit icon .
Commenting on a Document
You can comment on a Vibe document directly from
Microsoft Office.
1 With the document open in Microsoft Office, click the
Vibe tab, then click the Dashboard button if the
dashboard is not already displayed on the right side of
the page.
2 In the Write a comment field, specify your comment,
then press Enter.
For more information about making comments in Vibe,
see “Commenting on a Folder Entry” in the Novell Vibe
3.4 User Guide.
Working with Previous Versions of a
Document
“Viewing a Previous Version of a Document” on page 7
“Comparing Previous Versions of a Document” on
page 7
“Incrementing the Major Version Number of a
Document” on page 7
“Viewing and Editing a Note for a Previous Version” on
page 8
“Promoting a Previous Version to Be the Current
Version” on page 8
“Deleting a Previous Version of a File” on page 8
“Changing the Status of a Previous Version of a File”
on page 8
V
IEWING A PREVIOUS VERSION OF A DOCUMENT
You can view a previous version of a document directly
from Microsoft Office.
1 With the document open in Microsoft Office, click the
Vibe tab, then click the Dashboard button if the
dashboard is not already displayed on the right side of
the page.
2 Next to the document title, click the current version
number to display a list of previous versions.
3 Right-click the version that you want to open, then click
Open.
or
Double-click the version that you want to open.
For more information about managing versions of
documents in Vibe, see “Using Version Control with Files”
in the Novell Vibe 3.4 User Guide.
C
OMPARING PREVIOUS VERSIONS OF A DOCUMENT
This functionality is available only in Microsoft Word.
1 With the document open in Microsoft Office, click the
Vibe tab, then click the Dashboard button if the
dashboard is not already displayed on the right side of
the page.
2 Next to the document title, click the current version
number to display a list of previous versions.
3 Right-click the version that you want to compare with
the current version, then click Compare.
Differences between the two versions are displayed
with underlined red text.
I
NCREMENTING THE MAJOR VERSION NUMBER OF A
D
OCUMENT
By default, when you create new versions of a file, Vibe
tracks the versions with minor version numbers. For
example, 1.0, 1.1, 1.2, and so forth. You can increment the
major version number of the most recent version of a file.
For example, version 1.2 becomes version 2.0.
You can increment the major version number of a file
directly from Microsoft Office:
1 With the document open in Microsoft Office, click the
Vibe tab, then click the Dashboard button if the
dashboard is not already displayed on the right side of
the page.
2 Next to the document title, click the current version
number to display a list of previous versions.
3 Click Increment Major Version Number.
8
For more information about incrementing the major version
number in Vibe, see “Incrementing the Major Version
Number of a File” in “Working with Files in a Folder Entry” in
the Novell Vibe 3.4 User Guide.
V
IEWING AND EDITING A NOTE FOR A PREVIOUS
VERSION
To view a note that has already been added to a file
version:
1 With the document open in Microsoft Office, click the
Vibe tab, then click the Dashboard button if the
dashboard is not already displayed on the right side of
the page.
2 Next to the document title, click the current version
number to display a list of previous versions.
3 Mouse over the version that contains the note that you
want to read.
The note is displayed as a ToolTip.
You can add and edit notes for previous versions of files:
1 With the document open in Microsoft Office, click the
Vibe tab, then click the Dashboard button if the
dashboard is not already displayed on the right side of
the page.
2 Next to the document title, click the current version
number to display a list of previous versions.
3 Right-click the version that has the note you want to
edit, then click Edit Note.
4 Specify the note for the version, then click OK.
For more information about file version notes, see “Adding
a Note about a File or File Version” in the Novell Vibe 3.4
User Guide.
P
ROMOTING A PREVIOUS VERSION TO BE THE CURRENT
V
ERSION
1 With the document open in Microsoft Office, click the
Vibe tab, then click the Dashboard button if the
dashboard is not already displayed on the right side of
the page.
2 Next to the document title, click the current version
number to display a list of previous versions.
3 Right-click the version that you want to promote to be
the current version, then click Promote To Current.
D
ELETING A PREVIOUS VERSION OF A FILE
1 With the document open in Microsoft Office, click the
Vibe tab, then click the Dashboard button if the
dashboard is not already displayed on the right side of
the page.
2 Next to the document title, click the current version
number to display a list of previous versions.
3 Right-click the version that you want to delete, then
click Delete Version.
C
HANGING THE STATUS OF A PREVIOUS VERSION OF A
F
ILE
If you have multiple versions of a file, you might want to set
a status for each version to help keep track of the official
version, the draft versions, and so forth. Files can have the
status of Official, Draft, or Obsolete.
1 With the document open in Microsoft Office, click the
Vibe tab, then click the Dashboard button if the
dashboard is not already displayed on the right side of
the page.
2 Next to the document title, click the current version
number to display a list of previous versions.
3 Right-click the version where you want to change the
status, then click Status > None, Official, Draft, or
Obsolete.
Viewing Other Files in the Same Vibe Folder
You can quickly view other files that are located in the same
Vibe folder as the document that you are currently viewing.
1 With the document open in Microsoft Office, click the
Vibe tab, then click the Dashboard button if the
dashboard is not already displayed on the right side of
the page.
2 Click the folder that contains the document.
All the documents contained in the folder are displayed
in the Open Document dialog box.
Checking for Updates to a Document
When you are using Microsoft Office to edit a document,
you can check to see if there have been any updates to the
document since you began working on it.
1 With the document open in Microsoft Office, click the
Vibe tab, then click Update.
If there have been changes to the document, you can take
any of the following actions:
Merge: Combines your edits with the edits from your
collaborators.
9
Merge and Review: Combines your edits with the
edits from your collaborators and highlights any
changes that have been made.
Cancel: Temporarily hides the prompt to merge your
changes so that you can continue making edits and
combine them with edits from your collaborators later.
If you select this option, the document version is
displayed in red, indicating that you are working on a
non-current version.
Click More Options to reveal additional options:
Update: Discards your changes and opens the newer
version of the document.
Overwrite: Overwrites the new version of the
document with the version that you are now creating.
Viewing the Entry in Vibe
Vibe folder entries contain documents as either main
documents in File entries, or as attachments in any type of
entry (such as a Blog entry). When you view an entry in
Vibe, you can perform various actions on the entry that you
can’t perform from Microsoft Office, such as sharing the
entry with another Vibe user, modifying access controls to
the entry, and more. For more information about folder
entries in Vibe, see “Working with Folder Entries” in the
Novell Vibe 3.4 User Guide.
When you edit a document in Microsoft Office, you can
quickly view the entry that contains the document in Vibe.
1 With the document open in Microsoft Office, click the
Vibe tab, then click View Online.
2 Log in to the Vibe site.
The Vibe entry that contains the document is
displayed.
Providing a Link to the Document
You can copy the link to the document that you are
currently working on, then use instant messaging or e-mail
to send it to other users who might be interested in the
document.
1 With the document open in Microsoft Office, click the
Vibe tab, then click Copy Link.
You can now paste the link into an instant message or
e-mail message.
Known Issues
For a list of known issues, see the Novell Vibe Add-In
Readme (http://www.novell.com/documentation/vibe34/
vibe_readme_office1/data/vibe_readme_office1.html).
Legal Notices: Copyright © 2011-2013 Novell, Inc. All rights reserved. No part of this
publication may be reproduced, photocopied, stored on a retrieval system, or transmitted
without the express written consent of the publisher. For Novell trademarks, see the Novell
Trademark and Service Mark list (http://www.novell.com/company/legal/trademarks/
tmlist.html). All third-party trademarks are the property of their respective owners.
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